HelpDocs vs ProProfs Knowledge Base

HelpDocs

• Support teams that want to buy a help center without a sales call
• Products that need help content embedded inside the app
• Early-stage startups, which can apply for 50% off for two years

ProProfs Knowledge Base

• Support teams building a public help center or user manual
• Companies that want a private wiki priced per reader
• Very small knowledge bases: 25 pages are free forever

HelpDocs

• There is no free plan: after the 14-day trial the cheapest plan is $99 a month billed annually, or $129 billed monthly.
• Plans include 5, 15 or 25 editors. Only Harvest lists extra editors, at $25 each per month.
• Sprout is limited to 3 languages and 10 machine translations a month, and has no audit trail, advanced permissioning or SSO.
• Analytics history covers 90 days on Sprout, 180 days on Bloom and 365 days on Harvest.

ProProfs Knowledge Base

• The free plan is limited to 1 author and 25 pages; Essentials allows 1 site and 300 pages, and Business 3 sites and 500 pages.
• Internal knowledge bases are priced per user with a 50-user minimum, from $0.99 per user a month billed annually.
• SSO, the API and webhooks, audit logs and the 100+ integrations are listed under Business Complete Elite, which is sold on annual plans only.
• Removing ProProfs branding and using a custom domain is a paid add-on at $300 a year or $30 a month.

HelpDocs

Editor with reusable content

Clips are reusable blocks that update in every article they sit in, and Variables store a value such as a product name once so a change reaches every mention.

HelpDocs AI

AI credits pay for drafting and rewriting articles, generating meta descriptions, alt text and search tags, and Ask AI answers. Bloom adds AI style enforcement.

Lighthouse widget

An embeddable help widget lets customers find answers from the knowledge base inside a website or product, and is set up without writing code.

Connections to AI tools and Slack

An MCP server connects Claude, ChatGPT, Cursor and other clients to the knowledge base, a Slack app brings articles into a workspace, and a REST API returns JSON.

Multilingual knowledge bases

Articles are translated by machine or by hand. Sprout covers 3 languages, Bloom 20 and Harvest unlimited, each with a monthly allowance of machine translations.

Permissions and governance

Advanced permissioning and an audit trail start on Bloom. Single sign-on, IP restriction and custom HTTP headers come with Harvest.

ProProfs Knowledge Base

AI writer and import

AI drafts, rewrites and expands articles from a prompt, and turns a URL or an uploaded document into a structured knowledge base article.

AI search

Readers ask questions in plain language and get one synthesized answer drawn from the whole knowledge base rather than a list of links.

Editor, templates and branding

A WYSIWYG editor with callouts, toggles and an auto-generated table of contents, plus 25+ templates, a homepage builder and custom CSS and HTML.

Revision history and workflows

Revision history and a Vault for deleted articles come with Essentials. Version control starts on Business and the approval workflow on Business Complete Elite.

Step-by-step guide creator

From the Business plan, a browser extension records on-screen clicks and turns them into step-by-step guides with annotated screenshots.

Help widget and ticket deflection

An embeddable help widget, tooltips and pop-ups show articles in context, and ticket forms suggest relevant articles before a request is submitted.

HelpDocs

• Sprout$99

  per month, billed annually ($129 billed monthly)

  5 editors, 1,000 AI credits a month, 3 languages, unlimited viewers, the Lighthouse widget and custom CSS and JavaScript.

• Bloom$239

  per month, billed annually ($299 billed monthly)

  15 editors and 5,000 AI credits, adding advanced permissioning, an audit trail, embedded SSO (JWT), 20 languages and custom HTML templates.

• Harvest$399

  per month, billed annually ($499 billed monthly)

  25 editors and 10,000 AI credits, adding SSO with anonymous mode, IP restriction, unlimited languages and 2 additional domains.

ProProfs Knowledge Base

• Free$0

  1 author and up to 25 pages, free forever, with the features the pricing page lists for paid plans.

• Essentials (Internal Knowledge Base)$0.99

  per user / month, billed annually ($1.99 billed monthly)

  Private wiki for at least 50 users. Internal Business is $1.99 and Business Complete Elite $2.99 per user a month, billed annually.

• Essentials (External Knowledge Base)$49

  per author / month, billed annually ($79 billed monthly)

  1 site and 300 pages for a public help center, with the AI writer, AI search, AI translation, 25+ templates and custom CSS and HTML.

• Business (External Knowledge Base)$69

  per author / month, billed annually ($99 billed monthly)

  3 sites and 500 pages, adding version control, 60+ language localization, the help widget, ticket deflection and the guide creator.

• Business Complete Elite$79

  per author / month, annual plans only ($948 a year)

  Unlimited sites and pages, adding SSO, API and webhooks, approval workflow, audit logs, 100+ integrations and personalized onboarding.

• Customer Delight SuiteFrom $499

  per month, annual plans only

  Everything in Business Complete Elite plus ProProfs Help Desk, Live Chat and Survey Maker.

HelpDocs

• Annual discount

  Save 20% with annual billing

  The pricing page marks annual billing as saving 20%: Sprout is $99 a month instead of $129, Bloom $239 instead of $299 and Harvest $399 instead of $499.

• Startups

  Greenhouse: 50% off for two years

  Startups under 3 years old with 5 or fewer employees can apply for 50% off Sprout, Bloom or Harvest for 24 months, plus 3,000 bonus AI credits.

ProProfs Knowledge Base

• Annual discount

  Save up to 50% with annual billing

  Billed annually, external Essentials is $49 per author a month instead of $79 and Business $69 instead of $99. Internal Essentials is $0.99 per user instead of $1.99.